Maintaining Personal Data

Objective

After completing this lesson, you will be able to update master data infotypes used in employee records

Personal Data

As a personnel administrator working on the HCM module of SAP, you need to enter the personal data of all employees in the system. This data is recorded for administrative, time recording and payroll purposes in HR.

An employee’s personal data is stored in pre-defined infotypes.

Examples of infotypes on which employee data is stored include the following:

  • Personal Data
  • Addresses
  • Bank Details

Company-specific information of employees such as location, department, division, and employee category can be configured in the Customizing tables. These tables are grouped in the implementation guide (IMG) where you configure company-specific information.

On the Personal Data(Infotype 0002) screen, within the Name data group, enter all the data related to the employee's name.

The Name data group includes the following details:

  • The form of address
  • The last and first names of the employee
  • Any second names or birth names
  • The title and initials

In this data group, you need to enter details of any academic titles, prefixes, and affixes that the employee may have.

In the Birthdata data group, enter the employee’s date and place of birth, including the nationality and language.

In the Maritalstatus / religion data group, you can enter data such as the marital status, number of children, and (in some countries) religion of the employee.

Note

Since you do not have to enter the employee’s family members, the system does not check whether the number of children entered in the Personal Data infotype is the same as that entered in the Family infotype (0021).

Addresses

The Addresses infotype includes the address details of an employee.

For the Addresses infotype (0006) , each country has its own version of entry screens. When you create an address, the system chooses the entry screen that corresponds to the country of the personnel area to which the employee is assigned in the Organizational Assignment infotype (0001) . This personnel area is assigned to a company code (created in Accounting) and the country grouping.

If you want to use a country screen different from the one proposed by the system, use the Foreign address pushbutton to choose a different screen. This pushbutton is located on the entry screen of the Create Addresses Infotype 0006 screen.

Bank Details

The Bank Details infotype helps you enter employee's bank data.

On this screen, you enter the following bank details of an employee:

  • Bank Details Type (for example: main bank, other bank)
  • City and country where the bank is located
  • Bank key and account number
  • Payment method and currency

Update Master Data Infotypes

ExerciseStart Exercise

Business Example

As an HR administrator, you are responsible for updating new employee data in the system. Add the personal information, address, and bank details of a new employee on the appropriate infotype records in the system.

Return to the Hiring HR Master Data PA action and fill the Personal Data (0002), Addresses (0006) and Bank Details (0009) infotypes for employee 305992## (## refers to the group number) with entries of your choice.

Hint

If you enter the details of a spouse or children, a dynamic action in the system may require additional data. In this case, make the relevant entries, save the data in the infotypes, and continue with the hiring action.

Steps

  1. Maintain a personal record of an employee in Hiring HR Master Data PA, and then exit the hiring action.

    1. On the SAP Easy Access screen, choose Human Resources→Personnel Management→Administration→HR Master Data.

    2. Select Personnel Actions .

    3. Enter thep Personnel number305992## .

    4. Select the Hiring HR Master Data PA under personnel actions and choose Execute.

    5. Choose Execute infogroup to restart the hiring action.

    6. Make entries of your choice in the required fields on the Create Personal Data (infotype 0002) screen and save your entries. Choose Next record until you reach the Create Address infotype.

    7. Enter a fictional address on the Create Address (infotype 0006) screen and save your entries.

    8. Choose Next record until you reach the Create Bank Details infotype. On the Create Bank Details (infotype 009) screen, make entries of your choice in the required fields, and save your entries .

    9. Choose Exit and return to the SAP Easy Access screen.

Learning

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